Executive Assistant

Manulife Financial; Toronto; Hybrid; CAD 61,000 - 103,000; Full time

Job summary

Join a leading financial services provider as an Executive Assistant, providing critical support to the Chief Auditor and Head of Advisory Services. This role involves complex calendar management, meeting coordination, and ensuring high standards of confidentiality and professionalism. With a focus on enhancing department productivity and administrative practices, it offers a dynamic environment for a proactive and organized professional. A college diploma and extensive experience in executive support are required.

Benefits

Flexible environment for learning and growth

Comprehensive health and wellness benefits

Retirement savings plans

Qualifications

• 5 years of executive assistant experience in a corporate environment.
• Demonstrate initiative, discretion, and judgment.
• Ability to manage complex calendar and travel arrangements.

Responsibilities

• Manage complex calendars and prepare for meetings.
• Coordinate domestic and international travel schedules.
• Handle onboarding/offboarding of employees and maintain administrative standards.

Skills

Strong interpersonal skills

Time management

Organizational skills

Effective communication

Education

College diploma in Administration

Tools

MS Office products

Microsoft Teams

Job description

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The Executive Assistant is responsible for providing administrative support, with a high degree of confidentiality, discretion and judgment to the Chief Auditor and Head of Advisory Services. This position assists in alleviating the department workload, improving the department's productivity and enhancing the department's practices and administrative procedures. The individual will demonstrate initiative, effective communication, organization, and collaboration.

Position Responsibilities

• Complex calendar management, with multiple internal and external partners.
• Proactively prepare for upcoming meetings by planning and gathering required information and materials (e.g. presentations and reports), as well as maintaining meeting records.
• Set priorities in order to meet work-loads and maintain a high degree of accuracy.
• Proactively run agenda for regular team meeting by soliciting team for agenda topics, create draft for approval and distribute in a timely manner.
• Coordinate domestic and international travel schedules. Prepare detailed travel itinerary and look to save costs by adhering to corporate guidelines, policy, and processes.
• Prepare and submit expenses through collating receipts, entering expense reports on Concur and reviewing invoices.
• Handle the onboard / offboard process for new and departing employees, ensuring assets (such as laptop, workstation) are available for new employees on start date.
• Establish quality standards with respect to administration including administrative support, general administration, supplies management, premises management.
• Maintain distribution lists for various internal and external communications.
• Help plan, coordinate, and execute offsite, team meetings, townhalls and onsite conferences.
• Word processing of key documents, including presentations and reports.
• Administer team SharePoint and Teams sites.

Required Qualifications

• 5 years of executive assistant experience; in a large corporate environment.
• College diploma in Administration or extensive related experience.
• Strong interpersonal, professional and diplomacy skills with a high comfort level in dealing with senior management and individuals at all levels in the organization, as well as and outside contacts.
• Strong organizational, time management and priority setting skills to meet tight deadlines and produce a high quality product.
• Demonstrated ability to prioritize, show initiative, and anticipate needs proactively.
• Ability to make decisions and exercise sound judgement.
• Demonstrate tact and professionalism and maintains confidentiality.
• Ability to exercise discretion with highly sensitive information is particularly important.
• Proven relationship skills including the ability to act as a liaison between staff and all internal and external customers and vendors.
• Strong customer focus and dedication to quality.
• Ability to communicate ideas orally and in writing. Strong writing and editing skills.
• Proven self-starter who takes initiative and thrives in a fast-paced environment.
• Financial services industry experience, a plus.
• Excellent knowledge of Windows, MS Office products (Word, Excel, PowerPoint) and Microsoft Teams,.

When You Join Our Team

• We’ll empower you to learn and grow the career you want.
• We’ll recognize and support you in a flexible environment where well-being and inclusion are more than just words.
• As part of our global team, we’ll support you in shaping the future you want to see.

About Manulife And John Hancock

Manulife Financial Corporation is a leading international financial services provider, helping people make their decisions easier and lives better. To learn more about us, visit https : / / www.manulife.com / en / about / our-story.html.

Manulife is an Equal Opportunity Employer

At Manulife / John Hancock, we embrace our diversity. We strive to attract, develop and retain a workforce that is as diverse as the customers we serve and to foster an inclusive work environment that embraces the strength of cultures and individuals. We are committed to fair recruitment, retention, advancement and compensation, and we administer all of our practices and programs without discrimination on the basis of race, ancestry, place of origin, colour, ethnic origin, citizenship, religion or religious beliefs, creed, sex (including pregnancy and pregnancy-related conditions), sexual orientation, genetic characteristics, veteran status, gender identity, gender expression, age, marital status, family status, disability, or any other ground protected by applicable law.

It is our priority to remove barriers to provide equal access to employment. A Human Resources representative will work with applicants who request a reasonable accommodation during the application process. All information shared during the accommodation request process will be stored and used in a manner that is consistent with applicable laws and Manulife / John Hancock policies. To request a reasonable accommodation in the application process, contact [e-mail].

Referenced Salary Location

Working Arrangement

Hybrid

Salary range is expected to be between

61,350.00 CAD - $102,250.00 CAD

If you are applying for this role outside of the primary location, please contact [e-mail] for the salary range for your location. The actual salary will vary depending on local market conditions, geography and relevant job-related factors such as knowledge, skills, qualifications, experience, and education / training. Employees also have the opportunity to participate in incentive programs and earn incentive compensation tied to business and individual performance.

Manulife offers eligible employees a wide array of customizable benefits, including health, dental, mental health, vision, short- and long-term disability, life and AD&D insurance coverage, adoption / surrogacy and wellness benefits, and employee / family assistance plans. We also offer eligible employees various retirement savings plans (including pension and a global share ownership plan with employer matching contributions) and financial education and counseling resources. Our generous paid time off program in Canada includes holidays, vacation, personal, and sick days, and we offer the full range of statutory leaves of absence. If you are applying for this role in the U.S., please contact [e-mail] for more information about U.S.-specific paid time off provisions.

Seniority level

Seniority level

Mid-Senior level

Employment type

Employment type

Full-time

Job function

Job function

Administrative

Insurance

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